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How to add attachments, links and videos to a communication

  • Updated

To attach a file, click Next on Create Your Message instead of Send Now, then use Attach A File on the Send Options page: one file of any type, up to 10 MB, which recipients download from a link below your message. Add links in the message itself, and share a video as a link, because email apps don't play videos.

Applies to: Org admins whose role includes Send Communication · All plans · Emails from Communications > Send Communication, on legacy and Editor 2.0 websites

Where: Communications > Send Communication > (choose recipients) > Next > Create Your Message > Next > Send Options > Attach A File

Attach a file

  1. Go to Communications > Send Communication.
  2. Check the box next to each list or person you want to email, and click Next.
  3. On Create Your Message, fill in the Email Subject and your message.
  4. Click Next, not Send Now. Send Now sends the email right away, without the send options.
  5. On Send Options, under Attach A File, click Select and choose the file, up to 10 MB.
  6. Set any other options you need, such as Delay Sending Until.
  7. Click Send.

What you'll see: "Your email will be sent out shortly." and the Communication Logs page. In each email, recipients see a line below your message, Click here to link to the "(file name)" file included with this communication. Clicking it downloads the file under its original name.

Add a link

  • To any web address, such as a form, a shared folder or another website: in your message, type the words you want people to click and highlight them. Click the Hyperlink Manager button (a chain link) on the editor's toolbar, paste the address in URL, and click OK.
  • To something on your own website, such as a program, a division's schedule, a page or a file on your Downloads page: use the Links drop-down on the editor's toolbar. See How to insert a link with the Links drop-down (legacy content editor and emails).
  • To each recipient's own team: on Send Options, check Team Schedule Link ("Include a link to the Standings & Results Page for recipients.") or Team Roster Link ("Include a link to the Roster Page for recipients."). These options show only when your role includes them.

Share a video

Most email apps don't play videos inside an email, so send a link to the video instead.

  1. Put the video on a video site such as YouTube or Vimeo, or in a file-sharing service, and copy its share link.
  2. In your message, type a short description, such as the video's title, and highlight it.
  3. Click the Hyperlink Manager button, paste the share link in URL, and click OK.

Recipients click the link and watch the video in their browser or the video app. Don't use the editor's Insert External Video button in an email: it adds a video player that most email apps don't show. Don't attach the video file either: most videos are larger than 10 MB.

Share more than one file

Attach A File takes one file per communication. To share more:

  • Document Manager: on Create Your Message, click the Document Manager button on the editor's toolbar, upload a PDF, Word (.docx), .txt, .rtf or picture file of up to 10 MB or pick one your organization uploaded before, and insert it. It goes into your message as a link. Repeat for each file.
  • Downloads: add the files to your website's Downloads page, then link each one with Links > Downloads. The files stay on your website for anyone who needs them later.

If it doesn't work

  • The email went out without the file. Send Now skips Send Options, so nothing is attached; or the file was larger than 10 MB, which Attach A File doesn't take. Send the file in a new communication, or link to it (see Share more than one file).
  • "We have detected an embedded image. Embedded images are not supported in all email clients. Remove the embedded image and use the Image Manager to upload and insert the image." A picture was pasted into the message. Delete it, then add it with the Image Manager button on the editor's toolbar.
  • "You need a Subject line for your email." or "You need a Message for your email." Fill in Email Subject and the message, then click Next again.
  • A video shows as a blank space, or not at all. It was added with Insert External Video. Send a link to it instead.
  • A recipient can't open the file. It downloads to their device rather than opening in the email. Ask them to open it from their downloads. For files everyone can open, send a PDF.

Good to know

  • The attached file isn't inside the email, so it doesn't make the email larger. Anyone who has the email can download it from the link without signing in, so don't attach anything private.
  • The file goes with the email only: text messages don't include it.
  • Communication Templates keep the subject and message only, and a resent communication doesn't copy the attachment. Attach the file again on Send Options.
  • TeamSideline removes communications two years after they're created, together with their attached files, so the attachment link stops working then. For a file people need longer, put it on your Downloads page and link it.

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